Responsibilities include:
Authorizations & Insurance Management
- Manage insurance authorization tracking and renewals.
- Coordinate authorization requests, extensions, and reauthorizations.
- Ensure scheduled services align with approved authorization hours.
- Collaborate with clinical teams to obtain required documentation.
- Resolve authorization-related issues with funding sources.
- Monitor authorization utilization and expiration timelines.
Client Intake & Onboarding
- Oversee new client intake and onboarding processes.
- Coordinate benefit verification and funding source reviews.
- Manage waitlists and client placement activities.
- Schedule assessments and service start dates.
- Maintain communication with prospective families throughout onboarding.
- Monitor intake timelines and conversion metrics.
Operational Leadership
- Manage schedule changes, PTO requests, and staffing coverage.
- Support staff with day-to-day operational needs
- Ensure all authorized hours are appropriately staffed and scheduled.
- Minimize service gaps, cancellations, and staffing disruptions.
- Help develop and improve operational systems and workflows.
- Create standard operating procedures (SOPs).
- Identify opportunities to improve efficiency and service delivery.
- Lead operational projects and process improvement initiatives.
- Support strategic growth objectives.
Staff Support & Retention
- Coordinate employee onboarding and orientation.
- Maintain staff credentialing and compliance records.
- Assist leadership with recruitment and hiring processes.
- Support employee engagement and retention initiatives.
- Serve as an operational resource for staff concerns.
Revenue & Utilization Management
- Monitor authorized, scheduled, and delivered hours.
- Track utilization rates for BCBAs and RBTs.
- Analyze cancellation trends and implement corrective actions.
- Assist leadership with forecasting and capacity planning.
- Support operational initiatives that improve revenue performance.
Compliance & Quality Assurance
- Ensure compliance with payer requirements and company policies.
- Maintain HIPAA-compliant administrative processes.
- Monitor staff credentialing, training, and certification requirements.
- Assist with audits and quality assurance reviews.
- Ensure operational documentation standards are maintained.
Data Reporting & Performance Metrics
- Develop and maintain operational dashboards and reports via Aloha ABA.
- Track key performance indicators (KPIs).
- Present operational data to leadership.
- Identify trends and recommend improvements based on data analysis.
Success in this role will be measured by the following KPIs:
- Schedule Fill Rate
- Staff Utilization
- Client Retention
- Authorization Renewal Compliance
- Reduction in Service Gaps
- Reduction in Cancellations
- Employee Retention
- Onboarding Timelines
- Waitlist Conversion
- Operational Efficiency Metrics
Required qualifications:
- Minimum 2 years of ABA operations, scheduling, intake, authorizations, or practice management experience.
- Experience managing BCBA and RBT schedules.
- Experience with ABA insurance authorizations and renewals.
- Knowledge of ABA service delivery models.
- Experience supporting client onboarding and staffing processes.
- Strong understanding of ABA operational workflows.
- Experience using ABA scheduling and practice management software, Aloha ABA, preferred.
- Proficiency in Microsoft Office and Excel
- Excellent communication, organizational, and problem-solving skills.
Company Description
For 70 years, St. Mary’s Residential and Community Services has been a premier home for individuals with developmental disabilities, offering personalized care that helps each resident reach their full potential.